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Hazardous substance approval template (PDF): form for new hazardous substances

Form for requesting and approving a new hazardous substance before it enters the company – with product, supplier, use, safety data sheet and classification, substitution check, storage, operating instructions, safety instruction and signatures.

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In Germany, a hazardous substance may only be used once the risk assessment (Gefährdungsbeurteilung) has been carried out and the necessary protective measures are in place (Section 7 (1) of the Hazardous Substances Ordinance, GefStoffV). Before that, the safety data sheet must be evaluated, substitution checked, the substance added to the hazardous substances register and operating instructions and safety instruction completed. The ordinance does not expressly require an internal approval procedure – but it is the simplest way to make sure no product enters the company without these duties being met.

The form guides you through request, review and approval: product, supplier and use, safety data sheet and classification, substitution check and risk assessment, storage and labelling, operating instructions, safety instruction and register – ending with a documented decision with conditions or a time limit.

What the template contains

  • Two-page PDF form for requesting, reviewing and approving a new hazardous substance
  • Checkpoints on the safety data sheet, classification, CMR properties, exposure limits and REACH restrictions
  • Sections on substitution, risk assessment, protective measures, occupational health care and employment restrictions
  • Storage, labelling, operating instructions, safety instruction and hazardous substances register before first use
  • Decision with conditions or time limit and four signature fields

How to use the template

  1. 1

    Submit the request before ordering

    The requesting department fills in the header and use and asks the supplier for the current safety data sheet – ideally before ordering. Without a safety data sheet, the review does not start.

  2. 2

    Have it reviewed by a competent person

    A competent person – for example the occupational safety specialist (Fachkraft für Arbeitssicherheit) – evaluates the safety data sheet, checks substitutes and updates the risk assessment. Items that do not apply are ticked “N/A”.

  3. 3

    Approve and implement

    The responsible manager decides and signs. Only once the storage location, labelling, operating instructions, safety instruction and the entry in the hazardous substances register are in place is the substance used.

Hazardous substances management in AMS GoUpload the safety data sheet, let AI extract the data with source references and approve the substance only after review by a competent person – it then appears in the hazardous substances register.

Legal basis

  • Section 7 (1) GefStoffV: activity only after risk assessment and protective measures
  • Section 6 (1), (2) and (11) GefStoffV: gathering information, safety data sheet, assessment by a competent person
  • Section 6 (1) no. 4 and Section 7 (3) GefStoffV: substitution check and priority of substitution
  • Section 6 (12) and Section 14 GefStoffV: hazardous substances register, operating instructions and safety instruction
  • Section 8 GefStoffV: general protective measures, labelling, storage and limiting quantities

Frequently asked questions

Is a hazardous substance approval mandatory?

The Hazardous Substances Ordinance does not prescribe a specific approval procedure. It does, however, require that work with hazardous substances only starts after the risk assessment and protective measures (Section 7 (1) GefStoffV) and that substitution, the register, operating instructions and safety instruction are dealt with beforehand. An approval form bundles these duties and shows during an inspection that they were met before first use.

Who approves a new hazardous substance?

Each company decides this itself – usually the responsible manager of the area. Only competent persons may carry out the risk assessment; if the employer lacks the knowledge, it must obtain competent advice, for example from the occupational safety specialist or the company doctor (Section 6 (11) GefStoffV).

What if the supplier does not provide a safety data sheet?

For hazardous substances and mixtures, the supplier must provide the safety data sheet free of charge at the latest with the first delivery (Article 31 of the REACH Regulation). If no safety data sheet is required, the supplier must provide the information needed for the risk assessment on request (Section 6 (2) GefStoffV). If test data on acute toxicity or skin sensitisation, for example, is missing, the substance must be treated like a correspondingly classified hazardous substance (Section 6 (14) GefStoffV).

You may use and adapt the template freely in your own company and for your own clients. It reflects the regulations named as they stand.

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